A Portal is a secure folder that only the invited people can interact with. Through a portal you can share and sign documents and transact with your clients. You can give different clients access to different portals. Clients can have access to many portals and each portal can have multiple clients accessing it.
You can use your portals to distribute documents, ask for documents and data (via questionnaires), sign documents, chat, run ID checks and run entire processes or transactions (from client/patient/student registration to house purchases and company acquisitions).
To create your first portal, watch the video or read the instructions below.
In this article we will show you how to get started in 3 easy steps (leaving advanced features for later).
1. From the main dashboard, click 'Portals' and '+' button and create your first Portal Group
Think of a Portal Group as a collection of portals that will share the same settings. You may want to create many types for different types of purposes: portals for clients may look very different from portals for deals, employees or projects.
2a. Optionally, after you create a Portal Group, you can adjust its settings:
Workflow Settings - define workflow templates which can then be re-used or embedded in portals
Form templates - define forms that you would like to be available to all portal usrs who are members of this Portal Group. For example "Holiday request form" in "Employees" Portal Group or "Contact information sheet" in "Clients" Portal Group.
Subportals - substructures for sharing separately from the main portal (ex. sharing payslips with employees)
Public documents - upload files you would like to be accessible to all portal users who are members of this Portal Group. For example: marketing materials, public reports for "Clients" Portal Group or Employee Handbook for "Employees" Portal Group.
Self-signup link - generate a link you can share via email or via your website to allow your clients to self-register. Portals created this way will be called by the name of the person self-registering.
Statuses - create a list of your own statuses. You will be able to assign those statuses to individual portals.
Access groups - create a list of access groups. Access groups can be assigned to Company Roles to ensure your team members only see portals they are supposed to
Settings - define
a folder structure that will be automatically created each time a portal is created and
define a default welcome message,
create a "welcome tutorial" with a reference to your own article or video
define tabs you want to have in the portal, define their labels and order of appearance. If you would like a bespoke workflow to appear in one of the tabs, define a Workflow Model first.
3. Create your first portal. Click on the Portal Group name, then click "ADD A NEW PORTAL".
You will have two options:
Create a portal without inviting anyone to it just yet. To do this simply skip adding users to the portal, just insert the name
Create a portal and invite users to it immediately. To do this specify the email addresses of users you would like to invite, choose a portal name and define a welcome message.
Once you create a portal, you can enter it by clicking on the portal name or you can fine tune its settings further from the main portal list
To add, remove or edit user's access privileges - click on the Manage Portal Access icon:
for other settings, click on the "..." icon on the right hand side
The menu has a number of options:
Announcements - publish announcements that will be visible in the portal when users login
Documents - go into the Documents section of the portal
Forms - go to the questionnaires associated with the portal
Rename - rename the name of the portal
Labels - add, remove or edit labels (they are needed for mass document distribution)
Access groups - add, remove access groups (they are needed if you want to restrict portal access to internal users)
Auto-delete date - set a timer (in months) to automatically bin the portal.
Settings - delete portal
History - log of portal activities (length of the log depends on the plan you are on)
Advanced considerations
Security - To understand how to restrict access to client portals to your team members read about Access groups
Subportals - ideal for payroll distribution or complex deals. Read this article to find out how to set them up and this article to learn how to securely distribute payslips
Explore how you can use and configure your portals, based on the industry you are in:
Or, go to the next step:
Alternatively, go back to